Software:

Tools for
Productivity
& Creativity

Chapter 3 3
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posted on a website, in whole or part.
 Chapter Topics

UNIT 3A: System Software: The Power behind the Power

3.1 The Operating System: What It Does
Using Information Technology, 11e

3.2 Other System Software: Device Drivers & Utility Programs

3.3 Common Features of the User Interface
3.4 Common Operating Systems
UNIT 3B: Application Software: Getting Started
3.5 Application Software: Where to Get It, How to Use It
3.6 Data Files & Program Files
3.7 Word Processing Software
3.8 Spreadsheet Programs
3.9 Database Software
3.10 Office Suites & Integrated Packages
3.11 Specialty Application Software 2
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posted on a website, in whole or part.
 UNIT 3A: System Software: The Power behind the
Power
Using Information Technology, 11e

• Application software is software that has been developed to solve

a particular problem for users—to perform useful work on specific
tasks or to provide entertainment.
• System software runs at the most basic level of your computer
and enables the application software to interact with the computer
and helps the computer to manage its internal and external
resources, as well as manage the hardware.

There are three basic components of system software that

you need to know about:
3
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posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 1. Operating systems: An
operating system is the
Using Information Technology, 11e

principal component of
system software
in any computing system.
2. Device drivers: Device
drivers help the computer
control peripheral devices.
3. Utility programs:
Utility programs are
generally used to support,
enhance, or expand
existing programs in a
computer system.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
Using Information Technology, 11e

3.1 The Operating

System
What It Does

12
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posted on a website, in whole or part.
 The operating system manages the entire computer system.

• The operating system (OS) consists of the low-level, master system

Using Information Technology, 11e

of programs that manage the basic operations of the computer.

• Every general-purpose computer must have OS to run other programs.
• OS allows users to concentrate on applications rather than on complexities of
the computer.
• Each application program is written to run on top of a particular OS.
• The OS manages:
• Booting
• CPU management
• File management
• Task management
• Security management
13
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posted on a website, in whole or part.
 Booting
• The process of loading an OS into the computer’s
Using Information Technology, 11e

main memory
• Booting involves four steps:
1. Turn the computer on.
2. Diagnostic routines test main memory, CPU, and other
hardware.
3. Basic Input/Output System (BIOS) programs are copied
to main memory.
• BIOS contains instructions for operating the hardware.
• The computer needs those instructions to operate the
hardware and find a copy of the OS.
4. Boot program obtains the OS and loads it into
computer’s main memory. 14
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posted on a website, in whole or part.
 Panel 3.2
Page 117
Using Information Technology, 11e

15
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posted on a website, in whole or part.
 • Cold boot—turn on computer’s “on” system
• Warm boot—restart a computer that is already on
Using Information Technology, 11e

• Boot disk—use a CD or flash drive containing all files to

launch OS
• Boot from the cloud

16
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posted on a website, in whole or part.
 CPU Management
• CPU is the central processing unit.
Using Information Technology, 11e

• Supervisor (kernel) is the software that manages CPU

• Remains in memory while the computer runs
• Directs other programs not in memory to perform tasks that
support application programs
• Memory Management
• OS keeps track of memory locations to prevent programs and data
from overlapping each other
• Swaps portions of programs and data into the same memory but
at different times
• Keeps track of virtual memory

17
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posted on a website, in whole or part.
 CPU Management (continued)
• Queues, Buffers, Spooling
Using Information Technology, 11e

• Queue: First-in, first-out (FIFO) sequence of data or programs

that waits in line for its turn to be processed
• Buffer: The place where the data or programs sit while they
are waiting
• To spool: The act of placing a print job into a buffer. (Needed
because the CPU is faster than printers. The CPU can work
on other tasks while the print jobs wait.)

18
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posted on a website, in whole or part.
 File Management
• A file is either a
Using Information Technology, 11e

• Data File: a named collection of data

• Program File: a program that exists in a
computer’s secondary storage
• Files are located in many places on secondary
storage devices; OS locates files and facilitates
access to them
• The file system arranges files in a
hierarchical manner
• Top level is directories (folders)
• Subdirectories come below folders
• Find files using their pathname. Example:
19
C:/MyDocuments/Termpaper/section1.doc
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posted on a website, in whole or part.
 Task Management
• Computers are required to perform many different tasks
Using Information Technology, 11e

at once—to do task management.

• Task: An operation such as storing, printing, or calculating
• Multitasking: Handling more than one program
concurrently
• Example: You do word processing while playing music on your
computer.
• OS directs processor to alternate time on each program until
processing is complete.

20
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posted on a website, in whole or part.
 Security Management
Using Information Technology, 11e

• Operating Systems permit users to control access to their

computers.
• Users gain access using an ID and password.
• You set the password the first time you boot up a new
computer.
• After that, when you boot up, you’ll be prepared to type in
your username and password.

21
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posted on a website, in whole or part.
Using Information Technology, 11e

3.2 Other System

Software
Device Drivers & Utility Programs

22
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posted on a website, in whole or part.
 Drivers and utility programs add functionality to your computer
and help it perform better.
Using Information Technology, 11e

Device Drivers
• Specialized software programs that allow input and output devices to
communicate with the rest of the computer system.
• When you buy a computer, many device drivers come with the system
software.
• Device drivers also come with new hardware (on CDs/DVDs) or can be
downloaded from the manufacturer’s website.
Utilities
• Service programs that perform tasks related to the control and allocation
of computer resources.
• Examples: Backup, virus protection, data recovery, data compression, file
defragmentation, disk cleanup, remove temp files
• Some come with the OS, others can be bought separately (e.g., Norton
23
SystemWorks, McAfee Utilities).
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posted on a website, in whole or part.
 3.3 Common
Using Information Technology, 11e

Features of the User

Interface

24
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posted on a website, in whole or part.
 User-interface features use graphics to facilitate a person’s
interaction with the computer.
Using Information Technology, 11e

• User Interface
• The user-controllable display screen you use to interact with the
computer, using keyboard or mouse.
• Keyboard & Mouse
• Special-purpose keys: used to enter, delete, edit data, and to
execute commands.
• Function keys (F1, F2, etc.): used to execute commands specific to
the software being used.
• Macros: keyboard shortcuts to activate series of commands.
• Mouse pointer: moved to particular place on screen or to point to
little symbol icons. 25
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posted on a website, in whole or part.
 Panel 3.6
Pages 126-127
Using Information Technology, 11e

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posted on a website, in whole or part.
 Graphical User Interface (GUI)
Using Information Technology, 11e

• Allows you to use a mouse or keystrokes to select icons

and commands from menus.
• Three main features of GUI are desktop, icons, and
menus.
• Desktop: The system’s main interface screen.
• Icons: Small pictorial figures that represent programs, data
files, or procedures.
• Rollover: A small text box that explains the icon when you
roll your mouse over it.
• Menus: Lists of built-in commands and/or options from
which to choose pull-down, cascading, pull-up, pop-up. 27
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posted on a website, in whole or part.
 Menus
Using Information Technology, 11e

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posted on a website, in whole or part.
 • Most application software use GUIs with the following:
• Title Bar: runs across the top of the display window and shows
Using Information Technology, 11e

the name of the folder you are in.

• Menu Bar: shows the names of the pull-down menus available.
• Toolbar: Displays menus and icons representing frequently
used options or commands.
• Taskbar: The bar across the bottom of the Windows screen
that contains the Start button and icons that show open
files/programs.
• windows: Rectangular portion of the display screen through
which you can view a file of data or an application program.

29
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posted on a website, in whole or part.
 window
Using Information Technology, 11e

Page 132

Programs pinned to
30
taskbar
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posted on a website, in whole or part.
 Windows 7 and
Windows 8
taskbars
Using Information Technology, 11e

Minimize, Maximize, Restore Down,

and Close

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posted on a website, in whole or part.
Using Information Technology, 11e

3.4 Common
Operating Systems

32
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posted on a website, in whole or part.
 The main operating systems for general computer users are
Windows, Mac OS, and Unix/Linux.
Using Information Technology, 11e

• Platform
• The particular processor model and operating system on
which a computer system is based.
• Three principle categories of operating systems:
1. Stand-alone
2. Network
3. Embedded

33
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posted on a website, in whole or part.
 1. Stand-alone operating systems
• Often called a desktop operating system, an operating system
Using Information Technology, 11e

that works on a single desktop or notebook (laptop) computer.

• Two principal stand-alone systems:
• Mac platforms—run Apple Macintosh
• PC platforms—run Microsoft Windows
• Some legacy systems still used—outdated but still functional
• DOS (Disk Operating System) (original
Microsoft OS)—hard-to-use command-driven
user interface

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posted on a website, in whole or part.
 Mac OS X (“Ten”)
• OS that runs on Apple Macintosh computers; is
Using Information Technology, 11e

popular for desktop publishing , graphics, and

educational settings
• Pioneered the easy-to-use GUI (based on work done
at Xerox)
• Proprietary OS
• Mac OS X from 2000 is based on Unix
• Mac OS 10.8 = Mountain Lion (2011)
• Mac OS 10.9 = Mavericks (2013)
• Apple iOS runs mobile devices
35
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posted on a website, in whole or part.
 Microsoft Windows
• Most common operating system for desktop and portable
Using Information Technology, 11e

PCs.
• Windows early versions:
• 95, 98, 2000, ME, XP, Vista
• Windows 7: still most commonly used OS
• Windows 8: Has both desktop (“classic”)
and tile views
• Tile view allows gesture manipulation of
on-screen items (touch screens)
36
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posted on a website, in whole or part.
 2. Network operating systems
Using Information Technology, 11e

• Novell’s Open Enterprise Server (OES)

• Used for coordinating microcomputer-based local area networks
(LANs) throughout a company or campus
• Network OS usually located on a main server
• Windows Server
• Designed to run on network servers in businesses of all sizes
• Multiple users share resources, such as data, programs, printers

37
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posted on a website, in whole or part.
 (Network operating systems)
Using Information Technology, 11e

• Unix, Solaris, BSD

• Unix is a multitasking operating system with multiple users
that has built-in networking capability and versions for all
kinds of computers
• Is particularly stable—used to run backbone of Internet
• Used by large organizations—for airplane design, currency
trading
• Versions include Solaris, BSD
• Unix interface is command-line interface

38
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posted on a website, in whole or part.
 (Network operating systems)
• Linux
Using Information Technology, 11e

• Free (nonproprietary) version of Unix

• Continual improvements from thousands of volunteer
programmers
• Linux is open-source software—anyone may make suggested
improvements
• May legally be downloaded and used for free
• May legally be modified for free, as long as modifications
aren’t copyrighted
• Uses command-line-interface or GUI
• Linux vendors give away software but sell services, products
• Is the basis of Google’s Chrome OS 39
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posted on a website, in whole or part.
 3. Embedded Operating Systems
• Embedded OS—resides on CPU chip
Using Information Technology, 11e

• Specialized system that is part of larger system or machine

• Used in mobile devices: Google Android, BlackBerry, Windows Phone,
iOS, Embedded Linux

40
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posted on a website, in whole or part.
 UNIT 3B: Application Software—Getting
Started
Using Information Technology, 11e

• People interact with the application software,

which interacts with the system software, which
interacts with the computer.

41
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posted on a website, in whole or part.
Using Information Technology, 11e

3.5 Application
Software
Where to Get It, How to Use It

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posted on a website, in whole or part.
 Application software comprises the programs that do
the work that users are directly interested in.
Using Information Technology, 11e

The availability of software depends on how it is

licensed or copyrighted by its creators or
owners.

Software can be obtained in a variety of ways:

43
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posted on a website, in whole or part.
 1. Custom Software 5. Shareware
Tailor-made software crafted by an Copyrighted software that is
individual or team of programmers for distributed free for a trial
Using Information Technology, 11e

a particular function or business

period, but users must then
purpose.
pay the software developer to
2. Packaged software
continue using it.
Copyrighted, mass-produced software
that’s offered for sale in stores or on 6. Rentalware
the web to a variety of users. [See next Online software that users
slides.] lease for a fee and download
3. Public-domain software whenever they want it.
Software that is not protected 7. Web application (web
by copyright and thus may app) Software that runs on a
be duplicated by anyone at remoteInternet server rather than on a
will, with no fear of legal prosecution. person’s own personal computer.
4. Freeware
Copyrighted software that is
distributed free of charge
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posted on a website, in whole or part.
 Commercial (packaged) software is copyrighted --
users must get license from owner and sign a contract
Using Information Technology, 11e

in which they agree not to make copies of the software

to give away or resell.
• Software license types:
• Site licenses allow software to be used on all computers at a
specific location
• Concurrent-user licenses—allow a number of copies to be used
at one time
• Multiple-user license—specifies number of people who may use
the software
• Single-user license—limits software to one user at a time
45
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posted on a website, in whole or part.
 • Pirated software: Software obtained illegally in
violation of copyright
Using Information Technology, 11e

• Abandonware: Software that is no longer being

sold or supported by its publisher (but may still not
be legally copied)

46
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posted on a website, in whole or part.
 • Tutorials & Documentation
Using Information Technology, 11e

• Tutorial: Instruction book or program that helps you

learn to use the product by taking you through a series of
steps
• Documentation: All information that describes a
product to users, including a user guide or reference
manual that provides a narrative and graphical
description of the program

47
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posted on a website, in whole or part.
 • Types of Application Software
Using Information Technology, 11e

• May be classified as entertainment, personal,

education/references, productivity, and specialized uses
• Productivity software: Purpose is to make users
more productive at particular tasks.
• Word processing, spreadsheets, database managers
• May be bundled in office suite

48
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posted on a website, in whole or part.
 Productivity
software
Using Information Technology, 11e

49
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posted on a website, in whole or part.
Using Information Technology, 11e

3.6 Data Files &

Program Files

50
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posted on a website, in whole or part.
 Data files: Data files contain data, such as words,
number, pictures, and sounds—for example
Using Information Technology, 11e

(extensions):

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posted on a website, in whole or part.
 • Program files: Program files contain software instructions
that execute, or run, when the program is opened.
Using Information Technology, 11e

• Source program files: Source program files contain high-level

.bas computer instructions in the original form written by the computer
.java programmer.

• Executable files: To be made useful to the computer for

processing, a source program file must be translated into an
executable file, which contains the instructions that tell the
.exe computer how to perform a particular task. You use an executable
.dll
.drv
file by running it, as when you select the spreadsheet program
Microsoft Excel from your on-screen menu and open it.

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posted on a website, in whole or part.
 Exchanging files
Using Information Technology, 11e

• Importing: getting data from another source and

then converting it into a format compatible with the
program in which you are currently working
• Exporting: transforming data into a format that can
be used in another program and then transmitting it

53
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posted on a website, in whole or part.
 Data compression is a method of removing repetitive
elements from a data file so that it requires less storage space
Using Information Technology, 11e

and therefore less time to transmit. Later the data is

decompressed—the repeated patterns are restored.

• Lossless compression uses mathematical techniques to replace repetitive

patterns of bits with a kind of coded summary. During decompression, the coded
summaries are replaced with the original patterns of bits -- the data that comes out
is exactly the same as what went in. Lossless techniques are used when it’s
important that nothing be lost—for instance, for computer data, database records,
spreadsheets, and word processing files.
• Lossy compression techniques permanently discard some data during
compression. Lossy data compression involves a certain loss of accuracy in
exchange for a high degree of compression. Examples of two lossy compression file
formats are .jpeg and .mpeg, used for graphics files and sound files.
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
Using Information Technology, 11e

3.7 Word Processing

Software

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Word Processing uses computers to create,
edit, format, print, and store text.
Using Information Technology, 11e

• Microsoft Word best known

• Others: Corel WordPerfect, Apple iWork Pages, Google Apps,
Zoho Writer
• Word processing allows you to delete, insert, and replace text
• Additional features: creating, formatting, printing, saving

56
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posted on a website, in whole or part.
 • Cursor: movable symbol to show where to enter text
• Scrolling: moving quickly up, down, or sideways
Using Information Technology, 11e

• Word wrap: automatically continues text

to next line
• Head hierarchy: Outline View puts tags on
headings within a document to organize it according
to head level
• Footnote numbering can be done
automatically

57
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posted on a website, in whole or part.
 •Editing : Making alterations in content
•Inserting: adding text to documents
Using Information Technology, 11e

•Deleting: removing text from documents

•Find & Replace
• Find: lets you go straight to any text in your document
• Replace: lets you automatically replace it with something else
• Cut, Copy, & Paste
• Select the text you want to move
• Copy (or cut) to clipboard, then paste in new location

58
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posted on a website, in whole or part.
 • Spelling Checker: tests for incorrectly spelled words
• [Note: Do not rely on spelling and grammar checkers
Using Information Technology, 11e

to be 100% accurate!]
• Grammar Checker: highlights poor grammar,
wordiness, incomplete sentences, and awkward
phrases
• Thesaurus: offers suggestions for alternative
words with the same meaning

59
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posted on a website, in whole or part.
 Grammar checker
Using Information Technology, 11e

Spelling
checker

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posted on a website, in whole or part.
Using Information Technology, 11e

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Formatting Documents with the Help of
Using Information Technology, 11e

Templates
• Formatting: determining appearance of a
document
• A template is a preformatted “form” that
provides basic tools for structuring a final
document—text, layout, page design, etc.
• Every word processing program comes with
standard templates (for letters, memos, etc.) 62
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 Examples of
Word
Using Information Technology, 11e

templates

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posted on a website, in whole or part.
 • Aspects of Formatting
Using Information Technology, 11e

• Font
• The typeface and size of the text you use
• Also lets you specify underlined, italic, or bold and color
• Spacing & Columns
• Choose the line spacing (single- or double-spaced, or other)
• Choose single-column or multi-columned text for your document
• Margins & Justification
• Indicate width of left, right, top, and bottom margins
• Justify text left, right, or center

64
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posted on a website, in whole or part.
 Headers, footers, page numbers
Using Information Technology, 11e

• A header is text printed at the very top of the page

• A footer is text (like page number) at the page bottom
Other Formatting
• You can specify borders, shading, tables, and footnotes
• You can also import graphics, such as clip art
Default Settings
• These are the settings automatically used by the program
unless you change them

65
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posted on a website, in whole or part.
 • Output: Printing, Faxing, or Emailing Documents
• Print individual pages, the whole document, or several copies
Using Information Technology, 11e

• You can fax or email finished documents

• Previewing: gives you a look at how document will look when
printed, before you print
• Saving documents: store a document as an electronic file
on, e.g., hard disk, CD or flash drive. [SAVE your work
often!!!!!!!!!!!]
• Word processing allows formatting of documents in
HTML (for the web)

66
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Using Information Technology, 11e

3.8 Spreadsheet
Programs

67
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posted on a website, in whole or part.
 A spreadsheet program uses rectangular grids for laying out
linked, usually financial, data in a very organized fashion.
Using Information Technology, 11e

• Spreadsheets are used to create tables and financial schedules.

• Enter data and formulas into rows and columns on screen
• Microsoft Excel, Corel Quattro Pro, Lotus 1-2-3, Apple iWork Numbers
• Organized into columns and rows on a worksheet
• Labels are descriptive text
• Cells are where a row and a column meet
• Cell address is the position of the cell
• Range is a group of adjacent cells
• Values are numbers or dates entered into a cell
• Cell pointer shows where data is to be entered 68
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posted on a website, in whole or part.
Using Information Technology, 11e

69
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posted on a website, in whole or part.
 Formulas, Functions, Recalculation, What-If Analysis
Using Information Technology, 11e

• Formulas are instructions for calculations

• Define mathematically how one cell relates to another
• Example: @SUM(A5:A15) sums the values of the cells A5, A6, A7,
and so forth up through cell A15
• Functions are built-in formulas, such as SUM()
• Recalculation is the process of re-computing values
• What-if analysis allows users to see what happens to
totals when one or more numbers change in cells
• Worksheet templates—custom-designed for particular work
• Multidimensional spreadsheets—link one to another
70
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posted on a website, in whole or part.
 Analytical Graphics: Worksheet and workbook data can
be displayed in graphic form.
Using Information Technology, 11e

• Spreadsheet programs allow you to automatically create graphs

• Graphical forms make numeric data easier to analyze
• Examples of types of analytical graphics:
• Column charts
• Bar charts
• Line graphs
• Pie charts
• Scatter charts

71
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posted on a website, in whole or part.
Using Information Technology, 11e

3. 9 Database
Software

72
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posted on a website, in whole or part.
 A database is a collection of data that is organized so
that its contents can easily be
Using Information Technology, 11e

accessed, managed, and updated.

• Database: Structured collection of interrelated files
in a computer system.
• Database software sets up and controls the structure of a
database and access to data.
• Principal microcomputer databases: Microsoft Access, FileMaker Pro
• Benefits of databases:
• Data redundancy is minimized.
• Data is integrated and stored in a structured fashion.
• Data in databases has more integrity.
• Data may include text, numbers, and graphics. 73
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posted on a website, in whole or part.
 The main type of microcomputer database program is the
relational database.
Using Information Technology, 11e

Relational database: Data organized into related tables

• Each table contains rows (records) & columns (fields)
• Key is field used to sort data
• Most frequent key field is social security number
• Tables with the same key field are linked together
• Querying and displaying records
• Database software offers a quick way to locate records
• Saving, Formatting, Printing, Copying, Transmitting
• Can save results, format them in different ways, print as reports, copy to
other documents, & transmit as email 74
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posted on a website, in whole or part.
 Some database
program
Using Information Technology, 11e

functions

75
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posted on a website, in whole or part.
 Sample
Using Information Technology, 11e

Access
database
templates

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 3.10 Software Suites
Using Information Technology, 11e

& Integrated
Packages

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 • Software suite: Collection of individual programs bundled together in
a single package.
Using Information Technology, 11e

• Most popular are productivity suites (office suites), professional-level application

programs frequently used in business—usually word processing, spreadsheet,
database management, and presentation programs.
• Best-known productivity suite is Microsoft Office. Others are Apple iWork, Corel
WordPerfect Office, Lotus SmartSuite, and StarOffice.
• Cloud suites, or online office suites, include Microsoft Web Apps, Google Docs, and
Zoho.
• Integrated package: Single program for microcomputers that
combines the functionality of word processing, spreadsheet, and
database management.
• Personal information manager: Software that helps you keep track
of and manage information used on a daily basis, such as addresses,
telephone numbers, appointments, to-do lists, and miscellaneous notes.
• Microsoft Outlook, Lotus Notes
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Using Information Technology, 11e

3.11 Specialty
Application Software

79
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posted on a website, in whole or part.
 Some special applications:
• Presentation graphics
Using Information Technology, 11e

• Financial
• Desktop publishing
• Drawing & painting
• Video/audio editing
• Animation
• Multimedia authoring
• Web page design/authoring
• Project management
• Portable Document Format (PDF)
• Computer-aided design 80
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posted on a website, in whole or part.
 Presentation Graphics Software
Using Information Technology, 11e

• Uses graphics, animation, sound, data, and information to

make visual presentations
• Some packages: Microsoft PowerPoint, Corel
Presentations, Harvard Graphics
• Includes design and content templates
• Allows presentation to be dressed up with clip art, sound clips,
special visual effects, animation, and video clips

81
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posted on a website, in whole or part.
 Financial Software
• Ranges from personal-finance managers to entry-level
Using Information Technology, 11e

accounting programs to business financial-management

packages
• Personal-finance programs include Quicken, Moneydance, YNAB
• Common features of financial software
• Track income & expenses
• Allow checkbook management
• Do financial reporting
• Offer tax categories to assist with tax recordkeeping
• May offer financial planning & portfolio management
• Tax, accounting, investment software also available
82
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posted on a website, in whole or part.
 Desktop Publishing
Using Information Technology, 11e

• Involves mixing text & graphics to produce high-quality

output for commercial printing
• Uses a mouse, scanner, printer, and DTP software
• Professional DTP programs: QuarkXPress, Adobe InDesign
• Has the following features
• Mix of text with graphics
• Offers varied type & layout styles
• Allows import of files from other programs
• Becoming a DTP professional requires training

83
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posted on a website, in whole or part.
 Desktop
publishing
overview
Using Information Technology, 11e

84
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posted on a website, in whole or part.
 Drawing Programs
Using Information Technology, 11e

• Graphics software used to design & illustrate objects &

products
• Create vector images—created from geometrical formulas
• Examples: CorelDRAW, Adobe Illustrator
Painting Programs
• Graphics programs that allow users to simulate painting
on-screen
• Produce bit-mapped or raster images (tiny dots)

85
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posted on a website, in whole or part.
 Common Graphics File Formats
• .bmp (BitMaP) – used on PCs (Native to MS Windows)
Using Information Technology, 11e

• .gif (Graphic Interchange Format) – format used in web

pages
• .jpeg (Joint Photographic Experts Group) – used in high-
resolution images, especially photos
• .tiff (Tagged Image File Formats) – used on PCs & Macs for
high-resolution images to print
• .png (Portable Network Graphics) – used as alternative
to .gif

86
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posted on a website, in whole or part.
 Video-Editing Software
• Allows import to and editing of video footage on computer
Using Information Technology, 11e

• Some video editing packages: Adobe Premiere Elements, Corel

Video Studio, Sony Pictures Digital Vegas, Apple Final Cut
Express, Pinnacle Studio DV, & Ulead VideoStudio
Audio-Editing Software
• Allows import to and editing of sound files on computer
• Sound editing packages: Windows Sound Recorder, Sony
Pictures Sound Forge, Audacity (freeware), Felt Tip Software’s
Sound Studio (shareware), GoldWave, & WavePad.

87
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posted on a website, in whole or part.
 Animation Software
Using Information Technology, 11e

• Simulates movement by rapidly displaying a series of still

pictures, or frames
• Computer animation: Creation of moving images by
means of computer
• GIF animation: First format to be widely used for web
pages
• Packages: GIF Construction Professional, 3D GIF Designer,
Easy GIF Animator

88
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posted on a website, in whole or part.
 Multimedia Authoring
Software
Using Information Technology, 11e

• Combines text, graphics,

video, animation, and sound
in an integrated way to create
stand-alone multimedia
applications
• Content can be put on
CDs/DVDs or delivered via the
web
• Two examples: Adobe Director Adobe Director
& Macromedia Authorware 89
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posted on a website, in whole or part.
 Web Page Design/Authoring Software
Using Information Technology, 11e

• Used to create web pages with sophisticated multimedia

features.
• Packages: Adobe Dreamweaver, Seamonkey, Coffee Cup,
RealMac Rapid Weaver, etc.
• Packages also provided by
internet access
providers; free
& easy to use.

90
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posted on a website, in whole or part.
 Project Management
Software
Using Information Technology, 11e

• A program used to plan and

schedule the people, costs,
and resources required to
complete a project on time
• Packages: Mindjet
MindManager, MatchWare
MindView, Microsoft Project,
etc.

91
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posted on a website, in whole or part.
 Portable Document Format (PDF)
Using Information Technology, 11e

• Multiplatform file format developed by Adobe Systems that

allows documents to be used with any operating system.
• Captures text, graphic, and formatting information from a
variety of applications on different platforms, making it
possible to send documents and have them appear on the
recipient’s monitor as they were intended to be viewed.
• Today, used for virtually any data that needs to be
exchanged among applications and users.
92
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posted on a website, in whole or part.
 Computer-Aided Design (CAD)
• Programs intended for 2D and 3D
Using Information Technology, 11e

design of products, structures, civil

engineering drawings, and maps.
• Examples include Autodesk, AutoCAD,
TurboCAD, Alibre Design, and PowerCADD.
• CAD programs help design buildings, cars,
planes, electronic devices, roadways,
bridges, subdivisions.
• CAD/CAM programs: allow CAD programs
to be input into computer-aided
manufacturing systems that make
products.
93
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posted on a website, in whole or part.
 Be ready for actual hands-on (Office
Application) after the Demonstration

• MS Word Processing Application

Using Information Technology, 11e

• MS Spreadsheet Application
• MS PowerPoint Application
MS Access Application

94
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posted on a website, in whole or part.
 Criteria

1.Task Execution
2.Formatting and Layout
Using Information Technology, 11e

3.Data Entry and Management

4.File Management
5. Collaboration and Sharing
6.Troubleshooting and
Problem Solving
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posted on a website, in whole or part.
 Criteria

1.Task Execution:
•Completes the task accurately and
Using Information Technology, 11e

completely.
•Utilizes the correct commands and
functions.
•Demonstrates efficient use of tools
and features.
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posted on a website, in whole or part.
 Criteria

2.Formatting and Layout:

•Applies appropriate formatting
Using Information Technology, 11e

(e.g., fonts, styles, colors).

•Organizes content effectively (e.g.,
headings, bullet points).
•Maintains consistency in layout and
design.
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Criteria

3.Data Entry and Management (if

applicable):
Using Information Technology, 11e

•Enters data accurately.

•Uses data management tools (e.g.,
sorting, filtering) effectively.
•Demonstrates proficiency in data
manipulation (e.g., calculations, charts).
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Criteria

4.File Management (if applicable):

Using Information Technology, 11e

•Saves files appropriately (naming

conventions, file types).
•Manages files and folders efficiently.
•Understands version control and
backup procedures.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Criteria
Using Information Technology, 11e

5.Collaboration and Sharing (if

applicable):
•Collaborates with partner
effectively within the application.

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Criteria
6.Troubleshooting and Problem
Solving:
•Identifies and resolves common
Using Information Technology, 11e

issues or errors.
•Demonstrates problem-solving
skills when faced with challenges.
•Seeks help or resources when
necessary.
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Overall Assessment

•Total Points: _______/20

•Comments:___________________________________________________
Using Information Technology, 11e

_____ __________________________________________________________

Final Rating:
•Excellent: 16-20 points
•Proficient: 12-15 points
•Basic: 8-11 points
•Limited: 4-7 points
•Not Demonstrated: 0-3 points

© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Criteria for Assessment

• Excellent (4 points): The student demonstrates a high level of

proficiency and consistently performs tasks accurately and
Using Information Technology, 11e

efficiently.
• Proficient (3 points): The student demonstrates a good level of
proficiency and consistently performs tasks with few errors.
• Basic (2 points): The student demonstrates a basic level of
proficiency and performs tasks with some errors or requires
assistance.
• Limited (1 point): The student demonstrates limited proficiency
and struggles with basic tasks, requiring significant assistance.
• Not Demonstrated (0 points): The student did not attempt the
task or demonstrated no understanding.
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Actual Hands-On

1. Creating a New Document: Open Microsoft Word and

create a new blank document.
Using Information Technology, 11e

2. Typing and Formatting Text: Type a simple module

based from your lecture notes and apply formatting to
it. Change font styles, sizes, and colors, as well as apply
bold, italics, and underline. (5 pages)
3. Inserting Images: Insert an image into your document
and adjust its size and position.
4. Creating Lists: Create both bulleted and numbered
lists in your document.
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Actual Hands-On
(MS Word)

5. Headers and Footers: Add a header and

footer to your document, including page numbers
Using Information Technology, 11e

and your name.

6. Table Creation: Create a simple table with
rows and columns, and then format it.
7. Hyperlinks: Insert a hyperlink to a website or
another document available within your computer.
8. Saving and Printing: Save your document to
your computer. (My Wdocument)
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.
 Actual Hands-On
(Creating a PowerPoint Presentation)
1. Open PowerPoint
2. Create a New Presentation at least 15 slides from your
Using Information Technology, 11e

lecture notes
3. Use title Slide
4. Use content Slides
5. Insert Images
6. Slide Transitions
7. Slide Notes (Optional)
8. Slide Show
9. Insert Hyperlink to your slide (your Microsoft word
document)
10.Save Your Presentation (My Presentation)
© 2015 by McGraw-Hill Education. This proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or
posted on a website, in whole or part.